Time Management - ROJoson

Time Management
Introduction:
What is time management?
Simply defined, it is the management of time.

Time Management
Introduction:
There are at least two situations in which time
management is done. These are:
Time management for the individual self – this is
self-management of one’s time.
Time management for programs and projects – this
is management of time so that there will be a
timely completion of the programs and projects.

Time Management
Introduction:
Time management is essentially a strategy for
a timely and efficient achievement of
one’s goals, whether they be individual’s
goals or organizational goals.
As such, it entails proper planning in terms of
a time management plan.

Time Management
Learning objectives:
We shall try to learn time management
techniques and tools that will be useful in
three situations commonly encountered by
a physician-manager.

Time Management
Learning objectives:
Time Management for the Individual Self
Time Management for the Individuals with a
Project
Time Management for the Individuals with
Managerial Responsibilities

Time Management
Specific learning objectives:
To describe and understand the nature of
time management
To discuss different time management
techniques and tools useful for self, for
programs and projects, and for those with
managerial responsibilities

Time Management
Specific learning objectives:
To apply time management techniques and
tools during the 2-week health care
management course (including group
fieldwork and reporting).
To acquire insights from time management
strategies of managers of health-care
organizations.

Time Management
Learning Activities:
• Lecture or independent study of hand-outs
• Application of time management
techniques and tools during the 2-week
health care management course (including
group fieldwork and reporting).

Time Management
Learning Activities:
• Interview of the heads of the different
health care organizations and observation
on how time management is being
practiced by them during the
field/practicum sessions.

Time Management
What is the significance of learning time
management?
Time management helps people focus on
activities that are important to the
attainment of personal and organizational
goals.

Time Management
What is the definition of time management in
the context of the individual self?
It is essentially a strategy for a timely and
efficient achievement of one’s goals in
life.

Time Management
What is the definition of time management in the
context of an individual with a project
responsibility?
It is essentially a strategy for a timely and efficient
achievement of the goals of the project.
Note: this strategy will almost always take into
consideration (or interface with) the time
management of the individual self.

Time Management
What is the definition of time management in the context of
an individual with managerial responsibilities?
It is essentially a strategy for a timely and efficient
achievement of the goals of the organization and its
projects and programs.
Note: this strategy will almost always take into consideration
(or interface with) the time management of the individual
self.

Time Management
What is the definition of time management in the
context of an individual with managerial
responsibilities?
Some would define time management for the
manager as a technique for allocation of the
manager’s own time through setting goals,
assigning priorities, identifying and eliminating
time wasters, and use of managerial techniques
to reach goals efficiently.

Time Management
What are the different time management techniques and tools
useful for the individual self?
• Identify goals in life (for himself/herself, for his/her
immediate family, for the community/other people).
• Identify personal goals and objectives for the current
year (be as specific as possible in the objectives). If
present, include goals for projects and organizations for
the year.
• Prioritize goals in terms of importance for the current
year.

Time Management
What are the different time management techniques
and tools useful for the individual self?
• Make a planner with time lines for the goals to be
achieved during the year and use it to keep track
of accomplishment.
• Identify and eliminate time wasters.
• Identify specific techniques and tools to use to
reach goals efficiently (on top of eliminating time
wasters).

Time Management
What are the different time management techniques and tools
useful for individuals with a project responsibility?
• Identify the goals of the project.
• Prioritize goals in terms of importance.
achieved and use it to keep track of accomplishment.
Factor in the time needed to achieve personal goals in
life.
• Identify specific techniques and tools to use to reach
goals efficiently.

Time Management
and tools useful for individuals with managerial
responsibilities?
• Identify the goals of the organization for the year.
• Prioritize goals in terms of importance.
achieved and use it to keep track of
accomplishment. Factor in the time needed to
achieve personal goals in life.

Time Management
and tools useful for individuals with managerial
responsibilities?
• Identify and eliminate time wasters.
• Identify specific techniques and tools to use to
reach goals efficiently.
– Delegation – secretary / senior /middle/ lower level
managers
– Efficient meetings
– Deskwork – efficient system
– Communication system – efficient system

Time Management
Prioritization:

Time Management
Prioritization:
Prioritization using Importance vs Urgency
Grid
Prioritization using symbols in the planner

Time Management
Prioritization:
Grid
Urgent Not urgent
Important Important / urgent Important / not
urgent
Not important Not important /
urgent
Not important / not
urgent

Time Management
Prioritization:
Grid
Priority – importance then urgency
Priority 1 – important /urgent
Priority 2 – important / not urgent // not important / urgent
Least priority – not important / not urgent

The Top Time Wasters
What are the biggest time wasters?
Pace Productivity conducted surveys among 690
employees and entrepreneurs
across North America.

What things, outside of your control,
get in the way of your
productivity?
# of
Responses
Paperwork / administrative tasks
Customer requests: service /
problems / complaints
Phone calls / phone interruptions /
inquiries
Computer / system / equipment
problems
No internal support / other
departments' inefficiency
Unspecified interruptions
135
115
101
86
58
45

get in the way of your productivity?
# of
Responses
Traffic / travel
Meetings - too many / too long /
unnecessary
Volume of work / not enough time
Staffing issues / people absent
Requests from peers / other
departments
43
38
38
36
31

productivity?
# of
Responses
Changing priorities / unplanned
projects
Fire fighting / emergencies
Doing other people's jobs
Customers without appointments
29
27
26
23

What things, within your control,
get in the way of your productivity?
# of
Responses
No response / nothing
Paperwork / administrative tasks
Interruptions by phone or in person
Time management
No focus / doing too many things /
no prioritizing
91
71
52
44
40

What things, within your control,
productivity?
# of Responses
Procrastination
Poor planning
Socializing / gossip / breaks /
calls to friends
Customer requests / situations /
complaints
Lack of knowledge / training on
products, duties
33
30
30
28
28

What things, within your control, get
in the way of your productivity?
# of
Responses
Distractions / no discipline /
daydreaming
Not being organized
Burnout / sickness / lack of
concentration /stress
Filing / inefficient personal filing
Internal communications
Doing others' work / being too
helpful
27
18
14
14
14
13

Time Management
General time management techniques and tools:
• Have a personal plan on time management.
• Integrate the personal plan on time management
to management plan of the assigned project and
organization.

Time Management
General time management techniques and tools:
• Have a personal plan on time management.
Goal – to achieve efficient use of time so that set goals are
achieved on time and efficiently.
Strategies
Set goals for the year.
Prioritize goals for the year.
Make a planner with time lines. (Annual, monthly, weekly,
and daily)
Identify and eliminate time wasters.
Institute specific techniques and tools to reach goals
efficiently.
Evaluation Parameters – set goals are achieved on time and
efficiently.

Time Management
In the end,
successful time management entails the
• presence of personal purposeful plan for time
management;
• prioritization of goals and tasks;
• a planner with time lines to serve as a guide and
reminder;
• elimination of time wasters;
• institution of more efficient approaches; and
• discipline in the execution of the time management plan.

Time Management
Projects or Exercises on Time Management
Part I. Personal Plan on Time Management (Individual Output)
Identify goals in life (for himself/herself, for his/her immediate
family, for the community/other people).
Identify personal goals and objectives for the current year (be
as specific as possible in the objectives). If present,
include goals for projects and organizations for the year.
Prioritize goals in terms of importance for the current year.

Time Management
Part I. Personal Plan on Time Management (Individual Output)
Make a planner with time lines for the goals to be achieved
during the year and use it to keep track of
accomplishment.
Identify and eliminate time wasters.
Identify specific techniques and tools to use to reach goals
efficiently (on top of eliminating time wasters).

Time Management
Part II. Time Management on Health-Care Management
Course (Individual Output)
Using the Health-care Management Course as a project,
accomplish the following:
Identify the goals of the project.
Prioritize goals in terms of importance.
Make a planner with time lines for the goals to be achieved
and use it to keep track of accomplishment. Factor in the
time needed to achieve personal goals in life.
Identify specific techniques and tools to use to reach goals
efficiently.

Time Management
Part II. Time Management on Health-Care Management
Course (Individual Output)
For the next two weeks during the course, jot down how you
spend your time, from Day 1 to last day of classes and
submit recording.
Assess your time management techniques in terms of
Whether you have achieved the set goals of the course on the
last day of classes.
Whether you have completed all the requirements of the
course on the last day of classes.
Whether you have eliminated time wasters (specify).
What specific techniques and tools used to achieve goals
and requirements more efficiently.

Time Management
Project III. Time Management Plan and Techniques of a
Manager of Health-care Organization (Group Output) –
Part of Group Report
Interview the head of a health-care organization and ask him
how he manages his time as he manages his
organization.

Time Management
organization.
Guide Questions:
Do you have a specific time management plan when you
started managing your organization? (May have one in
print or none but has a mental plan). If yes, why? If no,
why?
What are the goals of your organization at the start of year or
when you started managing your organization? Please
enumerate.

Time Management
organization.
Guide Questions:
Did you prioritize the goals of your organization at the start of
the year or when you started managing your
organization? If yes, why and how? If no, why?
Do you have time lines for your organizational goals? If yes,
why and how? If no, why?

Time Management
organization.
Guide Questions:
Do you use a planner to manage your time? If no, why? If
yes, what? annual planner / monthly planner / weekly
planner / daily planner?
How do you prioritize your tasks as a manager of your
organization? Do you use the importance vs urgency
grid? What other techniques do you use?

Time Management
organization.
Guide Questions:
What do you consider as time wasters in your task as a
manager of your organization? How did you eliminate
them?
What specific techniques and tools do you usually use to
manage your time more efficiently?

Time Management
organization.
Guide Questions:
How do you make your meetings more efficient? How many
meetings do you conduct per year? How long is the
duration of each meeting?
How do you manage your paper works? Incoming letters?
Outgoing memos and letters?

Time Management
organization.
Guide Questions:
Do you delegate? How often? To Whom?
How much time do you allot to yourself and to your family?
Proportion of time allotted to job to yourself to family?

Time Management
organization.
Guide Questions:
What advice/s can you give us, physician-managers-to-be, in
terms of time management?

Time Management - ROJoson

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